Shipping

We require a completed Standard Shipping Form (updated APRIL, 2024 - with NEW USDA link) for all outgoing shipments and any shipments you are arranging to UVic on our Fedex account.  Please following the instructions on the form.  

IMPORTANT:  For best results please save all PDF fillable forms to your machine’s hard drive and only open them in Adobe Acrobat Reader or Acrobat Pro – and especially NOT the default Mac PDF viewer or within a browser window.

NEW: FedEx Additional Handling Charges for "Non-Standard" Perishable Shipments.  FedEx will charge a additional ~$20-25 fee if perishable shipments do not have a standard cardboard enclosure.  While we are allowed to ship a Styrofoam cooler without a cardboard enclosure, this fee will likely be added to the invoice.  To avoid this fee when shipping perishables, please attempt to provide coolers that are enclosed in a cardboard box.

Please allow 3-5 business days for us to process your shipment once an authorized shipping form has been submitted and approved by Stores. 

Send all shipping forms to scistore@uvic.ca far ahead of time for us to review. 

If you are shipping a perishable item please send the forms a minimum of 4 business days ahead of your preferred ship date. We'll review your form(s) and if there are no corrections needed we can let you know if your preferred day is available in our shipping queue.   

NEW: If you are shipping chemical samples please send the shipping forms to us at least one day before attempting to drop of the samples.

If you are shipping novel chemicals you will also need to fill out our Research Samples Checklist (updated September 28, 2023) form.

If your shipment includes containers with screw caps please parafilm or tape the caps so they can't unscrew during transport.

IMPORTANT: Please don't seal up or address your shipment box(es).  We'll want to take a look inside and make sure the internal packaging complies with regulations and best practices.  Where appropriate, we'll also create a To/From label for the outer package. 

Shipments should be dropped off at Stores before 11:00 AM so that we have time to prepare all the necessary documents and packaging.

Before shipping please check with OHSE or the appropriate regulator agencies with regards to required permits as permits and other forms are sometimes required and sometimes must be completed by the recipient. Please be aware that it takes time to arrange permits for certain items (e.g. biological substances) and that there are limitations on what is allowed into a country or onto a plane.

IMPORTANT:  For best results please save all PDF fillable forms to your machine’s hard drive and only open them in Adobe Acrobat Reader or Acrobat Pro – and especially NOT the default Mac PDF viewer or within a browser window.

INTERNATIONAL SHIPMENTS:  Please note that most countries are now requiring: 1) a minimum six-digit Harmonized System (HS) code for every item in the shipment, 2) an accurate description for each item you are shipping, and 3) the recipient's Tax Identification number or Economic Operator Registration or Identification (EORI) number.   Our form will guide you through the requirements in most cases.

These links can be of service in determining the harmonization code(s) for your shipment. 

• US Census Bureau - Schedule B Search Engine
• Canada Post - Find a Tariff Code

Chemical sample shipments to the USA also require a Toxic Substance Control Act (TSCA) form. The negative certification box can be checked as long as your shipment is only for research purposes, as research samples are exempt. For more information visit the US Environmental Protection Agency site.

USDA GUIDELINES:  When shipping non-plant biological samples (including DNA and proteins) to the USA, we now require you to choose and specify a USDA GUIDELINE NUMBER from the USDA page found here. Please choose a USDA guideline number in Part D7 of our form.  Two USDA categories require specific information as outlined below:

USDA 1114: Please provide a detailed name or description of the microbe/recominant product, including genetic insert.

USDA 1120: Include a statement which clearly states or identifies:

• the material as a cell line or another product of a cell line (including monoclonal antibodies);
• the immunogen (what the monoclonal antibody is directed against), as applicable;
• the material is for in vitro use OR the material is for in vivo human use;
• the material does not come from a facility where work with exotic viruses affecting livestock and avian species is conducted; and
• the material is not recombinant OR the material is recombinant but contains no genes and expresses no products of exotic livestock or poultry disease agents.

SHIPPING EQUIPMENT: If you are shipping multiple pieces of supplies and/or equipment outside of Canada, please fill out this Packing list spreadsheet template.  We require a minimum 3 weeks notice for shipments involving a pallet (or pallets) of equipment.

Prior to shipping radioactive materials, please contact Troy Hasanen. You may need to work through us to contact a Hazmat contractor.

Please note: We do not ship documents.  Nor can we ship for private companies or startups working on campus.  Thanks for your understanding. 

Please allow 3-5 business days for us to process your shipment once an authorized shipping form has been submitted and approved by Stores. 

Useful Contacts

If you have any questions about shipping we’re always available to help.